Privacy Policy

Updated: 01.01.2021

This “Privacy policy” describes the way INNSTANT HOTEL CONNECT LIMITED, Company ID: 662588, reg. office at Chase House, City Junction Business Park, Northern Cross, Dublin 17, Ireland and its affiliates (jointly “HOTELCONNECT“ or “we” or “us”) collect, process and protect your personal data. HOTELCONNECT is committed to protecting the personal data in accordance with applicable privacy laws and regulations such as the GDPR and CCPA.

The HOTELCONNECT Privacy policy applies to data processing within any services, systems, platforms, and applications operated by HOTELCONNECT where personal data is processed (“HOTELCONNECT Services”) and which incorporate this policy or contain reference hereto. This Privacy policy applies also to processing of personal data of visitors of HOTELCONNECT website, individuals who contact us via our website and applicants that apply for any job positions at HOTELCONNECT.

In the event of any discrepancies between this Privacy policy and any specific privacy policy applicable to any HOTELCONNECT product or services, the specific privacy policy prevails.

I. Data Collection

HOTELCONNECT as data processor

HOTELCONNECT operates a property management system ensuring administration of reservations and further hotel operations, including administration of requirements of hotel guests (“HOTELCONNECT platform”). HOTELCONNECT platform is used by hotels, hostels and other accommodation providers based on their contract with HOTELCONNECT (the “Contracting parties”). In these situations, personal data is collected only by the Contracting parties and HOTELCONNECT as a data processor processes it under instructions of the Contracting party that acts as a data controller. Processing of this personal data is governed by the privacy policy of the respective Contracting party.

HOTELCONNECT as data controller

When using HOTELCONNECT Services or contacting HOTELCONNECT whether it is:

using HOTELCONNECT platforms and applications such as HOTELCONNECT SOLUTIONS
signing up for events/webinars organised by HOTELCONNECT
signing up for a newsletter
booking a demo with HOTELCONNECT
signing up for a research paper
applying for a job position or contacting HOTELCONNECT
contacting HOTELCONNECT via forms on our websites or via any other contact centre

you may be asked to provide certain personal data to HOTELCONNECT, or you may agree to provide your personal data voluntarily. This data will then be further processed by HOTELCONNECT as a data controller. Processing of this personal data is governed by this Privacy policy.

II. Data Processing

HOTELCONNECT Services

For the provision of HOTELCONNECT Services, HOTELCONNECT may process the following data categories:

Identification details (name, surname)
Contact details, such as address, phone number, e-mail address
Booking and accommodation details
Credit/debit card information
Payment information
Information about the company you work for and your work position
Information about any additional services you order through HOTELCONNECT Services
Information about your subscriptions to marketing communication
Any other information you decide to share with HOTELCONNECT through HOTELCONNECT Services

By accessing and using HOTELCONNECT Services, you enter into an agreement for provision of such services with HOTELCONNECT. The legal ground for processing of your personal data is performance of contract or pre-contractual relations. The purpose of processing your personal data is provision of relevant HOTELCONNECT Services to you.

HOTELCONNECT Services and website personalization

We can process data for the purpose of evaluation and analysing of the market, monitoring, evaluation, improving and personalization of HOTELCONNECT Services, customizing the content of websites according to your preferences, and as well for protection of our legal rights. The legal ground for processing this data is legitimate interests of HOTELCONNECT. When data is processed based on the legitimate interest, we always evaluate whether such processing does not constitute an inadequate interference to your rights.

HOTELCONNECT processing of job applications

If you apply for any of our job positions at HOTELCONNECT through HOTELCONNECT website or other means, we will process the personal data you provide us with for the purposes of evaluating your application and information contained therein to assess whether you are a suitable candidate for any of our positions. We may as well conduct pre-employment screening of job applicants to verify inter alia the truthfulness of the information contained in your CV and other documents you provide us with. For particular positions, you may be asked to provide us with your criminal record as well. The pre-employment screening is always done in such a way that its proportionality, adequacy, and compliance with applicable law is assured. The legal ground for processing this data is performance of contract or pre-contractual relations or your consent (where applicable). Respective HOTELCONNECT affiliate to which you applied for a job position shall be considered as data controller.

We may keep your CV in our internal database in order to consider you for future positions at HOTELCONNECT subject to your consent. You can withdraw your consent at any time in your User account or by sending a message to support@hotelconnect.me.

Call recordings

HOTELCONNECT records calls with its clients and processes associated personal data based on HOTELCONNECT legitimate interest for the purposes of evidence of proper provision of services and defence against any client claims.

We notify our clients about the recording at the beginning of every call. By continuing the phone call you agree with the recording taking place and capturing expressions of personal nature. If you wish to get in touch with us in a different way, please contact us at support@hotelconnect.me.

Legal obligations

In some instances, legal regulations impose obligations on us under which we are obliged to process personal data, such cases are for instance tax and accounting laws and provision of some data to public authorities based on law. Thus, we can process your data for the purpose of fulfilling our legal obligations and archiving our internal records. Legal ground for processing of such data is compliance with legal obligations.

III. Cookies on our website

Our websites use cookies to collect information about individuals who visit our website. Cookies are small encrypted text files that are stored on your computer or other device. Cookies help us to operate our website, provide important features and functionality on our website. They help us to understand how our website is being used. At the same time, we use cookies for statistical and analytical purposes, for example to track and monitor, what country, what pages and what method, was used to visit our website as well as to enable personalisation.

Additionally, cookies help us deliver online advertising that we believe is most relevant to you. Cookies are also used for profiling. Cookies can help us to understand how our website is being used, for example, by telling us if you get an error message as you browse. For more information about cookies please visit http://www.allaboutcookies.org.

We use the following types of cookies: (i) essential cookies, which are essential for the provision of access to our websites and for the provision of services explicitly requested by you; (if these cookies are disabled, our website may not work properly); (ii) analytical cookies, which do not identify you individually (until you enter your identification details in any of our forms) but help us to personalize your content in accordance with your actions on our websites and analyse how you navigate our websites and what content is relevant to our users; (iii) functional cookies that enable the website to provide enhanced functionalities and personalisation; and (iv) advertising cookies, which help make advertisements more relevant to visitors of our website.

When you visit our websites, you shall be informed through a cookie banner placed at the bottom of the website that we collect cookies. The banner allows you to manage what kind of cookies can be collected by HOTELCONNECT. You can change the settings and withdraw your consent at any time through Cookie management provided on the bottom of our websites.

When we collect essential cookies the legal ground for processing of this data is legitimate interest. It is not possible to disable these cookies through the Cookie management as our websites might not function properly when you disable this type of cookies however if you still wish to do so you may follow the instructions below in the section Disabling cookies.

When we store data or gain access to data already stored in your terminal equipment such as your PC or mobile device for analytical, functional or advertising purposes we only do so once you have given us your consent.

HOTELCONNECT Services and/or websites and the communications generated from using and/or registering for HOTELCONNECT Services and/or platform, such as promotional emails, may contain electronic images known as “web beacons”. Web beacons generally work in conjunction with cookies, and we may use them in the same way we use cookies (see above).

Apart from cookies we also use other technologies that allow us to analyse your behaviour on our websites and alert us if any feature of the website does not operate properly. The current tools we use are Sentry (error monitoring system) and Hotjar (analytical tool).

We use Hotjar in order to better understand our users’ needs and to optimize our services and user experience. Hotjar is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies and other technologies to collect data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Hotjar stores this information on our behalf in a pseudonymized user profile. Hotjar is contractually forbidden to sell any of the data collected on our behalf.

Disabling cookies

If you wish cookies not to be collected, you may restrict, block or delete the cookies at any time by modifying your browser configuration. Although each browser is parameterized differently, cookie configuration is normally located on the “Preferences” or “Tools” menu. If you turn off cookies, the functionality of our website may be limited (in the case of essential cookies you may not be able to access our website).

If you wish to prevent new cookies from being installed or if you wish to delete existing cookies you can find the instructions on the links below. The exact procedure depends on which browser you are using:

For mobile devices you can limit tracking via the privacy setting on your device (disabling the advertising identifier), for instructions please see https://www.networkadvertising.org/mobile-choice/

Furthermore you can use a third party tool to opt out from targeted advertising, available third-party opt-out tools include the Digital Advertising Alliance, the Network Advertising Initiative, and the European Interactive Digital Advertising Alliance (Europe only).

To opt out from receiving cross-device site advertising (i.e. tracking a user across devices) you can access your device settings or visit and employ the controls described on the NAI’s Mobile Choices page.

IV. Direct Marketing

HOTELCONNECT may use your data for marketing purposes, i.e. in order to inform you of its services which may, according to your past preferences, be of interest to you. These communications shall strictly adhere to applicable legal regulations.

Advertising and marketing materials of other parties shall be sent to you only if you opted in for these communications during the registration process, via e-mail or otherwise.

Your decision about direct marketing may be withheld in accordance with the opt-out rules described in each marketing-mail or other form of communication via the unsubscribe option in the footer of every email. Opting out can be done as well via changing the settings of your User account or by directly contacting HOTELCONNECT. If you opt out, HOTELCONNECT shall retain only such data necessary that is necessary for provision of services to you in accordance with the rules set out in this policy.

V. Data Retention

HOTELCONNECT Services

HOTELCONNECT shall not store your personal data for a longer period than what is necessary, given the purposes for which they were provided or collected. If you create a User account, we will process your data for the period of your registration with HOTELCONNECT. Subject to situations set out below, your personal data will be deleted once you inform HOTELCONNECT that you do not wish to use HOTELCONNECT’ Services anymore. HOTELCONNECT shall retain only that of your data serving legitimate purposes (e.g., some data is required to be retained by legal regulations, some data is necessary to maintain the mutual relationship with you – for instance billing purposes, etc.) HOTELCONNECT shall neither collect an excessive amount of personal data nor other information which is not relevant for the purposes for which the personal data is collected.

HOTELCONNECT processing of job applications

Personal data of successful applicants is processed and retained in line with our employee privacy policy. Personal data of unsuccessful applicants that provided us with their consent for considering them for future positions at HOTELCONNECT is processed for the period for which the consent was given, whereas you may withdraw your consent at any time. Personal data of unsuccessful applicants that have not provided us their consent for retaining their personal data are retained for as long as the given legitimate interest of HOTELCONNECT to protect itself from legal claims and effectuate the hiring process.

Call recordings

HOTELCONNECT shall not store data provided by you or collected automatically during the phone calls for a longer period than what is necessary, given the purposes for which they were provided or collected. Moreover, you can withdraw your consent to process your data at any time by sending the message to support@hotelconnect.me, in which case we will remove your data from our system.

VI. Data Sharing and transfer to third countries

HOTELCONNECT Services

Your personal data shall not be shared with any third party except for the following situations: (a) data is necessary for provision of HOTELCONNECT services, (b) based on your consent, (c) entrusting of personal data to processors who process personal data on behalf of HOTELCONNECT (d) HOTELCONNECT is obliged to provide the personal data on the basis of law or upon order by a public authority, or (e) it is specifically allowed by applicable legal regulations. Should the applicable legal regulations prohibit that, your personal data shall never be shared with any third party.

In order to allow you to manage various reservations made with hotels, HOTELCONNECT may share your personal data with hotels for the sole purpose of making and managing your reservation as well as other services of the hotels available to you through HOTELCONNECT Services. Sharing of any other personal data or information may be shared with hotels based on your consent only.

HOTELCONNECT processing of job applications

Your personal data shall not be shared or provided to any third party except for when (a) we use services and applications of third parties to manage HR processes, whereas these third parties are processors of your personal data and act upon instructions of HOTELCONNECT as the data controller (b)we obtain your consent for sharing of your personal data b) HOTELCONNECT is obliged to provide the personal data on the basis of law or upon order by a public authority, or (c) it is specifically allowed by applicable legal regulations. Should the applicable legal regulations prohibit that, your personal data shall never be shared with any third party.

Categories of Processors

HOTELCONNECT uses trusted third parties that in some instances process personal data on behalf of HOTELCONNECT and based on instructions provided by HOTELCONNECT. HOTELCONNECT uses the following categories of Processors:

data centre, hosting
marketing tools
tools for analytics and recording
tools for running polls or surveys
business management tools
task management and communication tools
information security tools

Your personal data shall not be shared with any third party for any other purposes than those described in this Privacy policy.

IX. Data Security

HOTELCONNECT shall ensure that your personal data is stored securely. Therefore, HOTELCONNECT has introduced adequate physical, technical, and organizational measures and plans to protect and secure all information collected via

HOTELCONNECT Services.

The aim is to eliminate unauthorized or unlawful processing of your personal data, or accidental, unauthorized, or unlawful access, use, transferring, processing, copying, transmitting, alteration, loss or damage of your personal data. Despite all efforts and meeting all rules set out by applicable legal regulations, it is not possible to guarantee the security of your data if it is transferred or transmitted in an unsecured way.

HOTELCONNECT protects your data in particular in the following ways:

Using cryptography, where necessary
Using password protection, where necessary
Restricting access to your personal data (i.e. access to your personal data is granted only to those employees or personnel of HOTELCONNECT for whom the access is indispensable for the purposes described herein).

These measures do not deprive you from your duties to undertake proper steps in order to secure your own personal data. You should, inter alia, regularly change your passwords. On the other hand, you should not, inter alia, use predictable usernames and/or passwords, share your password with other persons, or grant access to your user account and/or disclose your personal data to other persons. HOTELCONNECT will never ask you for your password in any unsolicited communication. Please notify our data protection officer immediately of any unauthorized use of your account credentials or any other suspected breach of security.

X. Your rights

Where EU General Data Protection Regulation 2016/679 (“GDPR”) applies to the processing of your personal data you are entitled under the GDPR to the following rights:

Right of access

You are entitled to be informed inter alia about what personal data HOTELCONNECT processes about you, for what purposes, who are the recipients of your personal data.

Right to rectification

You have a right for any of your incomplete, inaccurate, or out-of-date personal data to be rectified.

Right to erasure (‘right to be forgotten’)

You are entitled to erasure of certain personal data that we have collected and processed about you. Please be aware that HOTELCONNECT might be allowed or even obliged to keep some of the personal data despite your deletion request.

Right to restriction of processing

In given cases such as when we process inaccurate personal data about you, or you deem the processing as no longer necessary you may ask for a restriction of the processing.

Right to data portability

You have a right to receive personal data you provide us with in a structured, commonly used, and machine-readable format and have it transmitted to another controller where technically feasible.

Right to object

You are entitled to object, on grounds relating to your particular situation, at any time to processing of personal data that concerns you and is carried out in public interest or for the purposes of legitimate interests pursued by HOTELCONNECT, including profiling.

The exercise of your rights may be limited shall HOTELCONNECT be obliged to keep any of your personal data for the purpose of compliance with legal obligations, for the establishment, exercise or defence of legal claims or any other compelling reasons as provided by the relevant data protection law.

Right to not be subject to automated decision making

You have a right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you. This does not apply if the decision: (a) is necessary for entering into, or performance of, a contract between you and HOTELCONNECT (b) is authorised by law and the law lays down suitable measures to safeguard your rights and freedoms and legitimate interests; or (c) is based on your explicit consent. HOTELCONNECT does not make decisions based solely on automated processing that would have significant effects for HOTELCONNECT user. For completeness, HOTELCONNECT uses cookies and similar technologies which’s use may amount to profiling. For information on how to withdraw your consent for use of cookies of disable cookies, please see chapter III. Cookies on our website.

Should you wish to exercise any of your rights you may contact us at support@hotelconnect.me.

Right to file a complaint

If you wish to file a complaint in regard to processing of your personal data by HOTELCONNECT you may contact our DPO at support@hotelconnect.me who will undertake to resolve the issue. You also have a right to lodge a complaint with the supervisory authority of the particular affiliate (for contact details please see: https://edpb.europa.eu/about-edpb/board/members_en).

XI. California Consumer Privacy Act of 2018 (“CCPA”) Notice

Consumers residing in California have some additional rights with respect to their personal information under the California Consumer Privacy Act or (“CCPA”). If you are a California resident, this section applies to you and supplements the above policy.

Your Californian Consumer Rights

Where the California Consumer Privacy Act of 2018 Assembly Bill No. 375 (“CCPA”) applies to the processing of your data you are entitled to the following rights:

Right to notice

You have the right to be informed about how your personal information will be used. We have gone into detail of how we process your personal information in section II of this Privacy Policy.

Right of access

You are entitled to be informed about what personal data HOTELCONNECT processes about you, for what purposes and who are the recipients of your personal data.

Right to request deletion

You are entitled to the erasure of certain personal data that we have collected and processed about you. Please be aware that HOTELCONNECT might be allowed or even obliged to keep some of the personal data despite your deletion request.

Right to receive equal services

You have a right to not be discriminated against even if you exercise any of your CCPA rights.

XII. Changes of Privacy Policy

HOTELCONNECT shall, from time to time, change and update the terms of this Privacy policy. You shall be informed of any changes to this Privacy policy by publishing an updated version on HOTELCONNECT website, you may also obtain a copy of the amended Privacy policy either via your User account or via the email address you have provided to HOTELCONNECT.

XIII. Contact Details

Should you wish to know more about HOTELCONNECT, its protection of your privacy, or about this Privacy policy, you can contact HOTELCONNECT at support@hotelconnect.me.

Please help HOTELCONNECT ensure that your data is up to date. If you believe that some of the data processed by HOTELCONNECT is incorrect, please contact HOTELCONNECT at support@hotelconnect.me.

Privacy Policy

Updated: 01.01.2021

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